Many people struggle to stay organized and productive. They jump from meeting to meeting, completing random tasks, and having impromptu conversations in between. Before they know it, the day is over and it seems like almost nothing has been done. Sound familiar? You are not alone.
Just because you have a calendar doesn’t mean it helps you make the most of your time. When used correctly, however, your calendar can be a haven for productivity, time management, and efficiency. You just have to learn to make the most of it. Here are some ways to get started.
1. Put automation into practice
Your bills are on automatic payment and your car locks itself, so why shouldn’t your calendar be automatic too? Fortunately, today’s technology makes it easy to automate daily tasks across many calendars. All you have to do is decide which one best suits your needs.
One option is to integrate your calendar with a project management tool. When a meeting is scheduled, a task is automatically added to your scheduled work to help you prepare. Another solution for those with hectic calendars is to optimize your meeting schedule. Many scheduling tools, such as Calendar.com and Google Calendar, allow you to create a meeting link. This automatically links to your schedule, simplifying the process and ensuring you don’t double-book.
If keeping track of your pending invitations is a challenge, automation has a solution for that too. Use it to accept or decline meetings based on different factors, such as your availability, to make the most of your time. You can also create an automatic response based on your availability. This way, your team knows if you’re out of the office or have little time to be productive.
While you can’t automate everything (you’ll still have to actually attend meetings), automation is a game-changer in terms of productivity. So, look for the automation options for your favorite calendar tool and enable the tricks that will help you. Once they’re in place, you’ll be able to focus your energy on the tasks you really need to do yourself.
2. Sync with your smart devices
Like it or not, smart devices have become staples of everyday life. The devices can be found everywhere, from the voice-activated smart home system to the smartphone in your pocket. But did you know you can sync your calendar with your devices for even greater integration?
Simply look for instructions on how to sync your calendar with your smart device. You may need to enable permissions or download an app. From there, you can use voice technology and other features to gather information from your program.
It’s up to you to decide how to incorporate it into your daily routine. You can ask your smart device what your schedule is on the go or while multitasking. So you can do the dishes and check when your meetings start the next day. Or you can request a complete overview of your daily schedule while you sip your morning coffee.
This hands-free option is great if you want to take one more thing off your plate. It can be readily available instead of having to sit down, log in, and review the calendar. Literally, all you have to do is ask.
3. Engage in frequent updates
A calendar is useful when it contains the information you need. This is why it is so important to plan the time to update it: failure to enter data generates an inaccurate picture of the schedule. From there, you can descend into an abyss of confusion and wasted time that could have been used for productivity.
Instead, make updating your calendar part of your daily routine. Whether you wake up and check on things first thing or check in every night, commit to a schedule to stay accountable. Can’t stand access outside of business hours? Download the app version of your calendar on your phone to make on-the-go updates a breeze.
Or specify a certain time each week to make a change to the calendar. Review your upcoming meetings, see if there’s anything pending, and cross-reference personal and work schedules. Setting aside time upfront helps you avoid potential conflicts. You’ll avoid last-minute scheduling changes and feel more relaxed about what lies ahead.
Updating your calendar may not be your favorite activity. All right! However, it can help you stay on top of your week and improve your productivity. And no matter how you slice it, it’s worth it.
4. Explore Analytics
Every device you use and app you download hosts a variety of data. What you click on likely tracks your search history and trends. So, why not leverage some of this information by reviewing your calendar analytics yourself?
First, you’ll be able to learn more about the general usage of your calendars. This insight can then be used to explore ways you can improve your habits. For example, perhaps you’ll find that your weekly 30-minute meeting only lasts 20 minutes. With this knowledge in mind, you can update your invitation and reclaim 10 minutes to be more productive.
You can also use insights to see how often you meet with colleagues. For example, if there is a large discrepancy between two direct reports, you might consider reducing the frequency of meetings for better balance. Or see if you can include the other team member in multiple existing calls to make the most of your time.
Ultimately, the insights you can glean from calendar analysis can drive smarter, more productive decisions. You may be able to buy back some of your workdays to reallocate them to other priorities. That means more work in the same amount of time, all because you leveraged the data.
5. Enable notifications
Staying informed is half the battle with a busy schedule. You know you’ll meet that client soon, but the exact date and time escape you. And how could it not be? You have everything booked. This is where notifications come in.
While it may seem obvious, having notifications turned on is crucial for productivity. You should enable meeting reminders at least five minutes before the start time. However, specific meetings may require additional work prior to the meeting itself. That’s when placing reminders a day or two in advance comes into play.
You will be able to think and plan your next call in advance. This way, your presentation or discussion topics can be ready. More importantly, you will avoid the nauseous feeling of forgetting an action you previously committed to.
Explore the available notification options, including the noise they make. An app on your phone or where they appear on your computer could make a difference. The best part? You can completely customize when and where you receive the notification. You will stay updated without being overwhelmed, win-win.
Productivity, here you are
Will your calendar always be perfectly updated and organized? Probably not; Things happen. But making an intentional effort to use technology to your advantage will always pay off. Once you get into the groove, you’ll realize how big the difference is. Your work will be better and your life will be more balanced.
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